Jean-Philippe EDOM, Director of IT Services at 3C (Compétence Cuisine Collective) and Jérémy ROCHE, Administrative & Financial Director at Niort Frères Distribution, offer us their advice on how to optimize fleet management.
Life before a fleet management solution: a waste of time and information
Specialized in car renovation and mechanical parts distribution, Niort Frères Distributions owns a fleet of 225 vehicles. The company has a turnover of 90 million euros.
The 3C Group, a family-owned SME founded in 1989, specializes in the sale, installation, and maintenance of professional kitchens for schools, hospitals, and corporate catering. Following a strong development over the last 8 years, their fleet of vehicles – all on long-term leases and with vans making up to 70% of the fleet – has significantly increased over the last six years, by 15% annually.
As the quantity of data they needed to manage was becoming too great to handle, both organizations have chosen since 2019 to rely on a car fleet management solution, Notilus YourWay, to better track the use of their vehicles.
Mr EDOM (3C Group) recounts:
“Before we implemented the Notilus YourWay management solution, life was all about monitoring an Excel file. Printing rental contracts, stapling expense reports… everything was very tedious, and sharing information was very complicated, especially given the long-term rental contracts our car fleet follow.”
On the side of Niort Frères Distribution, Mr ROCHE makes the same observation:
“Like Jean-Philippe, we used an Excel file, which was extremely unreliable, as invoices were not always logged in. To be frank with you, we regularly came up with figures and their opposite the next day…in terms of credibility, we were not very good. Saying Notilus gave me a new life would be a bit exaggerated but there’s some truth to it.”
Reasons to find a fleet management solution
Within the 3C Group, the management of the automobile fleet was previously handled exclusively by the accounting department, before Jean-Philippe EDOM took over. There was no analysis of the mileage limits or of the contracts to be renewed. Following the strong development of the company, the management became very time-consuming and tedious. We had to find a way to centralize information.
Mr EDOM states:
“When I arrived in 2013, I had developed programs in Excel, but, as Jeremy said earlier, they were not very reliable. If a piece of information was not correctly entered, the end result would be completely nonsensical. I wanted a software that could compute and share this information while also managing vehicle assignments, to know, for example, which technician had which vehicle on a given day at a given time. This is useful, for example, when we receive fines.”
At 3C we wanted to stop this tedious ordeal on Excel and share information with colleagues from different departments. That was our motivation. He continues:
“I also needed an intelligent system that would allow me to readjust my contracts and mileage limits without spending three days on a spreadsheet.”
For Niort Frères, the desire to obtain perfect visibility into their leading overhead costs, maintenance and insurance, was the trigger. This item represented an investment budget of 450 000 € for the company.
“There was no way we could leave this item alone. We also wanted to send the message that, from now on, beyond the costs, we would have a look at people and their habits“, explains Jérémy ROCHE.
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The Notilus YourWay choice: adaptation and response to needs
Both companies desired an adaptable solution that met their needs.
Mr ROCHE adds:
“Price was also a factor. Ultimately, the solution’s scalability, the availability of its teams, and its non-outrageous price…that’s what made the difference.”
The implementation process: organization and duration
“It went very well, we centralized all the data we wanted to integrate, including vehicle registrations, drivers’ information, vehicle assignments, entry dates, types of contracts, and mileage limits. The Notilus YourWay teams imported the file and within a week everything was functional“, says Mr EDOM.
For Niort Frères, the approach was different. The company preferred to move forward department by department to create a snowball effect and convince people internally.
Is the 3-6% cost reduction with a fleet management software a myth or a reality?
“It’s complicated to have a precise result. Now, if we were to determine the cost per kilometre by type of vehicle, driver, or even by driving style, I think we could say 10% without any doubt,” replies Mr Edom.
“Like Jean-Philippe, we noted a substantial productivity gain, and, in double entry and information collection tasks, we saved the equivalent of a part-time employee. We have correctly identified vehicles that were not running, so the fleet has decreased, as have our maintenance costs and fuel consumption. We now take pleasure in challenging our insurer on our loss ratio. We are well over 6% on maintenance costs alone, we should be over 20% overall” concludes Mr ROCHE.
During the live presentation, many viewers asked questions. These include:
- How do you proceed with mileage recording? Do you have telematics boxes?
- Can we ask drivers to record their mileage in Notilus YourWay?
- Can Notilus YourWay calculate cost reductions via the proposed indicators?
- How do you reduce your loss ratio?
- Is there an analysis of the TVS and taxation in Notilus YourWay?
- What is the price for Notilus YourWay?
To find out the answers, contact us!
Our solution is dedicated to the moblity management. In addition to the expense reports management you can plan, book and track your business trips. It is also possible to manage your car fleet.